Inactive Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside (FAR 19.14)

Combined Synopsis-Solicitation for Commercial Products and Commercial Services Description This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordan... Combined Synopsis-Solicitation for Commercial Products and Commercial Services Description This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued. This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-02, effective 01/03/2025. This solicitation is set-aside for 100% Service-Disabled Veteran-Owned Small Business (SDVOSB). This is a firm fixed price contract. The associated North American Industrial Classification System (NAICS) code for this procurement is 221310 Water Supply and Irrigation Systems [with a small business size standard of $41.0 Million. The FSC/PSC is J046- Maintenance, Repair, and Rebuilding of Equipment- Water Purification and Sewage Treatment Equipment. The Department of Veterans Affairs, Network Contracting office 22 is seeking a contractor to perform preventative inspection maintenance (PMI) and corrective maintenance (CM) services on government owned B. Braun Aquaboss Water Treatment Systems at the VA Greater Los Angeles Healthcare system. This award will be made to the quote most advantageous to the Government and best meets the requirement described in the statement of work. Price and Other Factors: See Attachment 2, FAR 52.212-2, Evaluation . Statement of Work AQUABOSS REVERSE OSMOSIS SYSTEM PREVENTATIVE AND CORRECTIVE MAINTENANCE SCOPE: The Contractor shall provide all necessary labor, materials, supplies, parts, software (needed for the general operation of the equipment), tools, equipment, travel, transportation expenses and other related costs to provide Preventive Maintenance Inspection (PMI) and Corrective Maintenance services on selected Government Owned B. Braun Aquaboss Water Treatment Systems at VA Greater Los Angeles Healthcare System. Equipment EE# Serial Number Product Code PM Month EcoRO Dia II 900 HT 187794 2000630000 LA1107093 June Hot Rinse SMART 20 N/A 1100700001 LA2050421 June Pre-RO Water Treatment System (booster pump and electronic control heads used on carbon tanks and water softeners) N/A N/A K-A-PRE-TX-2 June/March Hot Rinse SMART 20 238260 1100900013 LA2050441 March EcoRO Dia II 1400 HT 238261 2000650012 LA1107142 March GENERAL REQUIREMENT: All work shall be in accordance with manufacturer s instructions, including, but not limited to, adjustments, calibration, cleaning, lubrication, testing, disassembly, checkout, replacement of worn and/ or defective parts, etc. These services shall be applied to the equipment as well as pre-treatment accessories including the booster pump and electronic control heads used on carbon tanks and water softeners. The above shall be performed as necessary as required to keep each equipment in optimal working condition. PARTICIPATING FACILITY: VA Greater Los Angeles Healthcare System Buildings 213 & 500 Dialysis Clinics 11301 Wilshire Blvd. Los Angeles, CA 90073 CONTRACTOR SPECIFIC TASKS: Preventive Maintenance (PM) Contractor shall conduct preventive maintenance inspections (PMI). PMI shall be performed in accordance with the equipment manufacturer during the life of the contract. PM schedule is listed above with the equipment. PMs must be scheduled in accordance with OEM, VA, and The Joint Commission requirements for preventive maintenance timelines. All PMs must be completed within the month of their scheduled PM. The month of PM is subject to change at the VA s discretion, but must still comply with OEM, VA, and The Joint Commission requirements. Contractor shall provide all PM-related replacement parts at no additional cost to the government Contractor shall provide all travel and transportation expenses at no additional cost to the government. Contractor shall provide software patches to the listed equipment above. Contractor shall submit Field Service Report (FRS) to the POC. The FSR must be legible and signed by the Program Point of Contact (POC) after the Contractor has demonstrated to the POC and the Equipment User that the equipment is in proper operating condition and meets manufacturer s specifications. Only the original FSR must be submitted to the POC. The FSR at a minimum must contain company name, service technician s name, contact telephone number, date of service, a detailed description of any services performed on the equipment (model number and location included), signs of misuse or neglect, findings of problems and correction, including all performance verification, listing of replacement parts, when applicable; total hours of service; safety check; performance data; and recommendations necessary to maintain the equipment in optimum operating condition Corrective Maintenance Contractor shall conduct corrective maintenance or repair services as required by the Government. Contractor shall provide 24/7 phone technical support. Onsite support response time from the Contractor shall be within 2 business days if the issue cannot be resolved via telephone. Contractor shall provide all travel and transportation expenses at no additional cost to the government. Contractor shall provide all corrective maintenance repair and replacement parts at no cost to the government. Contractor shall provide software patches to the listed equipment above. Contractor shall submit Field Service Report (FSR) to the POC. The FSR must be legible and signed by the POC after the Contractor has demonstrated to the POC and the Equipment User that the equipment is in proper operating condition and meets manufacturer s specifications. Only the original FSR must be submitted to the POC. The FSR at a minimum must contain company name, service technician s name, contact telephone number, date of service, a detailed description of any services performed on the equipment (model number and location included), signs of misuse or neglect, findings of problems and correction, including all performance verification, listing of replacement parts, when applicable; total hours of service; safety check; performance data; and recommendations necessary to maintain the equipment in optimum operating condition CONTRACTOR RESPONSIBILITIES AND QUALIFICATIONS Contractor shall furnish service manuals and/or test equipment for the performance of this contract. It is the responsibility of the Contractor to bring the appropriate equipment, parts and/or supplies necessary to complete the work as required. Contractor personnel shall present a neat appearance and be easily recognized as contractor employees. This may be accomplished by wearing distinctive clothing bearing the name of the company. Contractor field service personnel shall be dressed to present a clean, neat appearance at all times when performing under this contract. Personnel performing maintenance and repair services must be fully qualified, competent Field Service Engineers (FSE) who have been trained to perform work on the Equipment in accordance with the original manufactures PMI/repair procedures. Fully qualified is defined as factory-trained and experienced to work on the equipment assigned. Qualifying technicians shall: a. Set up an Enterprise system as a customer to purchase parts and supplies with B. Braun Medical Inc. Avitum Division. b. Successfully complete B. Braun s technical training that is related to the specific device version(s) being serviced. REPAIR PARTS All repair parts must be new and OEM approved. No third-party parts may be used without express written OEM guarantee of functionality and reliability. DELIVERY SCHEDULE Base plus Four Option Years to follow. HOURS OF WORK: This contract is a full-service contract to include all necessary scheduled service calls five (5) days per week, Monday through Friday, 5:00 am 3:00 pm PST, excluding National holidays. National Holidays: New Year s Day January 01 Martin Luther King s Birthday Third Monday in January President s Day Third Monday in February Memorial Day Last Monday in May Juneteenth June 19 Independence Day July 04 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25 If the holiday falls on a Sunday, the following Monday will be observed as a Federal Holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a Federal Holiday. The President of the United States of America may declare additional days as a Federal holiday, and if so, this holiday shall automatically be added to the list above. Contractor shall offer phone technical support 24 hours per day, 7 days per week, excluding National holidays. Any service performed during other than normal work hours must have prior approval and be coordinated with the POC or CO. Check in and out on service calls at the VA facilities: Contractor shall check in with Biomedical Engineering prior to starting work on the equipment listed and check out with Biomedical Engineering after work is completed for the day. The Biomedical Engineering shop is located in Room 0261, Building 500. CONTRACTOR PERSONNEL Contractor s Program Manager The Contractor shall provide a contract program manager who shall be responsible for the performance of the work. The name of this person shall be designated in writing to the Contracting Officer. The Contractor s Program Manager shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. Contractor s Employees The Contractor shall not employ persons for work on this contract if such employee is identified to the Contractor as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population. Contract Personnel shall be subject to the same quality assurance standards or exceed current recognized national standards as established by the Joint Commission (JC). SECURITY REQUIREMENTS: The C&A requirements do not apply, and Security Accreditation Package is not required. This service does not involve Contractor connection of one or more contractor-owned IT devices (such as laptop computer or remote connection from a contractor system) to a VA internal trusted (i.e., non-public network) therefore Information Technology (IT) Security certification and accreditation (authorization) (C&A) requirements do not apply per VA Handbook 6500.6. IDENTIFICATION, CHECK-IN, PARKING, AND SMOKING REGULATIONS Identification The vendor's employees shall wear visible identification at all times while on VAGLAHCS premises. Contractor employees shall report to VA Police upon entry to the VAGLAHCS facility to get a visitor badge. Contractor employees are required to be escorted by the COR or designee s office once on campus prior to commencement of work. During emergencies contractor personnel shall check in with VAGLAHCS Police if the VAGLAHCS COR or designee is not available. Parking It is the responsibility of the contract personnel to park in the appropriate designated parking areas. Parking information is available from VA Police & Security Service Office. The Contractor assumes full responsibility for any parking violations. Smoking Veterans Health Administration (VHA) Directive 1085, dated March 5, 2019, provides a comprehensive smoke-free policy for patients, visitors, contractors, volunteers, and vendors, at the Department of Veterans Affairs (VA), Veterans Health Administration (VHA) health care facilities. This updated VHA directive implements a smoke-free policy for patients, visitors, contractors, volunteers, and vendors at VA health care facilities, as defined in this directive, based on scientific evidence regarding the adverse health effects of secondhand and thirdhand smoke exposures. The Assistant Deputy Under Secretary for Health for Administrative Operations (10NA) and the Assistant Deputy Under Secretary for Health for Clinical Operations (10NC) are responsible for the contents of this directive. Questions may be referred to VHA Smoke Free: vhasmokefree@va.gov. This VHA directive is scheduled for recertification on or before the last working day of March 2024. This VHA directive will continue to serve as national VHA policy until it is recertified or rescinded. Weapons and Contraband Possession of weapons or contraband is prohibited and shall be subject to arrest and termination from future performance under this contract. Enclosed containers, including tool kits, shall be subject to search. Violations of VAGLAHCS regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court. Safety All personnel employed by the Contractor in the performance of this contract, or any representative of the Contractor entering on VAGLAHCS shall comply with applicable Federal, State, and VA safety and fire regulations and codes, which are in effect during the performance period of the contract. Contractor shall perform work in strict accordance with existing relevant, accredited standards and codes to minimize the possibility of injury to personnel, or damage to Government equipment. Every effort shall be made to safeguard human life and property. Contractor shall comply with all applicable Federal, State, and local requirements regarding workers health and safety. The requirements include, but are not limited to, those found in Federal and State Occupational Safety and Health Act (OSHA) statutes and regulations, such as applicable provisions of Title 29, Code of Federal Regulations (CFR), Parts 1910 and 1926, NFPA 70E, Article 130.7 29 CFR 1910.132(d)(1)(iii), 29CFR1910.137. Contractor shall provide all necessary tools, and Personal Protective Equipment (PPE) to perform the work safely, effectively, and timely. INSURANCE COVERAGE The Contractor agrees to procure and maintain, while the contract is in effect, Workers Compensation and Employee s Public Liability Insurance in accordance with Federal and State of California laws. The Contractor shall be responsible for all damage to property, which may be done by him, or any employee engaged in the performance of this contract. The Government shall be held harmless against any or all loss, cost, damage, claim expense or liability whatsoever, because of accident or injury to persons or property of others occurring in the performance of this contract. Before commencing work under this contract, the Contracting Officer shall require the Contractor to furnish certification from his/her insurance company indicating that the coverage specified by FAR 52.228-5 and per FAR Subpart 28.307-2 has been obtained and that it may not be changed or canceled without guaranteed thirty (30) day notice to the Contracting Officer. Contractor is required to provide copies of proof of Workers Compensation and Employee Public Liability Insurance within fifteen (15) calendar days after notification of contract award. INVOICING Invoices Payment of services rendered under this contract shall be made in arrears upon satisfactory completion of each service and receipt of a properly prepared invoice and submitted by the Contractor to the payment address specified by Contracting. Invoices shall reference the Contract Number and Purchase Order Number, Manifest Number(s), provide a complete and accurate description of services/ supplies delivered/ rendered, including dates of performance, amounts, unit prices, extended totals and any other data relevant for payment purposes. The Government shall not authorize payment until such time that the VAGLAHCS POC receives all properly executed and signed documentation. No advance payments shall be authorized. Payment shall be made on a monthly arrears for services provided during the billing month in arrears in accordance with FAR 52.212-4, para. (i). upon submission of a properly prepared invoice for prices stipulated in this contract for services delivered and accepted in accordance with the terms and conditions of the contract, less any deductions stipulated in this contract. Payment of invoices may be delayed if the appropriate invoices as specified in the contract are not completed and submitted as required. All interested companies shall provide quotations for the following: **PRICE/COST SCHEDULE** BASE YEAR Line Item Description Quantity Unit of Measure Unit Price Total Price 0001 Aquaboss Water Treatment System Preventative Maintenance Inspection and Corrective Maintenance (Equipment s listed on Statement of work) 1 YR OPTION YEAR 1 Line Item Description Quantity Unit of Measure Unit Price Total Price 1001 Aquaboss Water Treatment System Preventative Maintenance Inspection and Corrective Maintenance (Equipment s listed on statement of work) 1 YR OPTION YEAR 2 Line Item Description Quantity Unit of Measure Unit Price Total Price 2001 Aquaboss Water Treatment System Preventative Maintenance Inspection and Corrective Maintenance (Equipment s listed on statement of work) 1 YR OPTION YEAR 3 Line Item Description Quantity Unit of Measure Unit Price Total Price 3001 Aquaboss Water Treatment System Preventative Maintenance Inspection and Corrective Maintenance (Equipment s listed on statement of work) 1 YR OPTION YEAR 4 Line Item Description Quantity Unit of Measure Unit Price Total Price 4001 Aquaboss Water Treatment System Preventative Maintenance Inspection and Corrective Maintenance (Equipment s listed on statement of work) 1 YR Total Cost (Base plus Four Option Years) **Please use the format above for pricing** The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html. The following solicitation provisions apply to this acquisition: FAR 52.212-1, Instructions to Offerors Commercial Products and Commercial Services (SEP 2023) ADDENDUM to 52.212-1, Instructions to Offerors- Commercial Products and Commercial Services applies to and is included with this acquisition. FAR 52.212-3, Offerors Representations and Certifications Commercial Products and Commercial Services (MAY 2024) FAR 52.252-1, Solicitation Provisions Incorporated by Reference (FEB 1998) http://www.acquisition.gov/far/index.html (FAR) and http://www.va.gov/oal/library/vaar/index.asp (VAAR) FAR 52.204-7, System for Award Management (NOV 2024) FAR 52.204-16 , Commercial and Government Entity Code Reporting (AUG 2020) FAR 52.204-20, Predecessor of Offeror (AUG 2020) FAR 52.204-24 , Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (NOV 2021) FAR 52.204-29, Federal Acquisition Supply Chain Security Act Orders-Representation and Disclosures (DEC 2023) FAR 52.217-5, Evaluation of Options (JUL 1990) (End of Addendum to 52.212-1) Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Products and Commercial Services. If paragraph (j) of the provision is applicable, a written submission is required. The following contract clauses apply to this acquisition: FAR 52.212-4, Contract Terms and Conditions Commercial Products and Commercial Services (N0V 2023). ADDENDUM to 52.212-4, Contract Terms and Conditions -Commercial Products and Commercial Services , applies to and is included with this acquisition. FAR 52.252-2, Clauses Incorporated by Reference (FEB 1998) http://www.acquisition.gov/far/index.html (FAR) and http://www.va.gov/oal/library/vaar/index.asp (VAAR) FAR 52.204-13, System for Award Management Maintenance (OCT 2018) FAR 52.204-18, Commercial and Government Entity Code Maintenance (AUG 2020) FAR 52.217-8, Option to Extend Services (NOV 1999) FAR 52.217-9, Option to Extend the Term of the Contract (MAR 2000) FAR 52.237-2, Protection of Government Buildings, Equipment, and Vegetation (APR 1984) VAAR 852.203-70, Commercial Advertising (MAY 2018) VAAR 852.219-73, VA Notice to Total Set-Aside for Certified Service-Disabled Veteran-Owned Small Businesses (JAN 2023) VAAR 852.219-75, VA Notice of Limitations on Subcontracting Certificate of Compliance for Services and Construction (JAN 2023) VAAR 852.232-72, Electronic Submission of Payment Requests (NOV 2018) VAAR 852.242-71, Administrative Contracting Officer (OCT 2020) (End of Addendum to 52.212-4) FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Products and Commercial Services (JAN 2025) The following subparagraphs of FAR 52.212-5 are applicable: (b)(4), (5), (7),(9), (12), (18)(i), (23), (25), (26), (29), (33), (34)(i), (39)(i), (40), (51), (55), (59), (c)(1),(2), (7), (8). All quoters shall submit the following in accordance with FAR 52.212-1, Instructions to Offerors Commercial Products and Commercial Services (SEP 2023). All quotes shall be sent to the Network Contracting Office (NCO) 22 Contract Specialist, Loan Dho at loan.dho@va.gov. Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government. Decision factors to be considered are Experience, Past Performance, Qualifications, and Cost Schedule (See Attachment 2), Addendum to FAR 52.212-2, Evaluation- Commercial Products and Commercial Services . Quote evaluations will be based on the following: Element 1: Experience Contractor shall submit documentation that their firm is able to acquire the necessary resources to perform the tasks in the scope of work, and how the firm will meet preventative maintenance inspection and corrective maintenance for the Aquaboss Water Treatment Systems. Element 2: Past performance Prior experience in maintaining equipment(s) listed in the statement of work. Contractor shall provide a minimum of 2-3 contracts performed on similar preventative maintenance inspection (PMI) and corrective maintenance of Aquaboss Water Treatment Systems. Element 3: Qualifications- Personnel performing maintenance and repair services must be fully qualified, competent Field Service Engineers (FSE) who has been trained to perform work on the specific equipment in accordance with the original manufacturer s maintenance and repair procedures. Fully qualified is defined as factory-trained and experienced to work on the equipment assigned. Contractor shall provide a current B. Braun certificate for Aquaboss Water Treatment Systems listed on the statement of work or provide proof of ability to obtain B. Braun Certificate within 60 days of award. Qualified Technicians shall: a. Set up an Enterprise system as a customer to purchase parts and supplies with B. Braun Medical Inc. Avitum Division. b. Successfully complete B. Braun s technical training that is related to the specific device version(s) being serviced. Element 4: Cost Schedule- This award will be made to the Contractor that proposes a quote that is most advantageous to the Government. The contract/ purchase order estimated period of performance is 06/01/2025 05/31/2030. The award will be made to the response most advantageous to the Government. Responses should contain your best terms, conditions. To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows: "The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition." OR "The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:" Quoters shall list exception(s) and rationale for the exception(s), if any. Questions should be submitted No Later Than May 5, 2025 at 10:00 AM Pacific Standard Time to loan.dho@va.gov. All responses to questions will be posted via an amendment on SAM.gov on or about May 7th, 2025. Submission of your response shall be received No Later Than May 13th, 2025 at 10:00 AM Pacific Standard Time to loan.dho@va.gov. Subject Line shall include: RESPONSE TO RFQ 36C26225Q0719 for consideration. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below. Point of Contact CONTRACT SPECIALIST Loan Dho Loan.dho@va.gov